Administrative Clerk (Canada Summer Job)

Job Announcement

• Location: Medicine Hat
• Position: Administrative Clerk (Canada Summer Job)
• Employment Type: Fixed Term Contract – 8 weeks
• Salary: $17 per hour

About the Organization
Unison at Veiner Centre is a non-profit organization located in Medicine Hat. Dedicated to enhancing life for older Albertans, Unison at Veiner Centre offers an exciting opportunity to engage in meaningful community development and build a career in the charitable sector.

Job Purpose
To provide administrative support to the Site Director in supporting all organization needs at Medicine Hat locations.

Duties & Responsibilities

Client Services

MOW

• • Receive intakes, schedule volunteers and place meal orders.
  • Enter data for new clients (routes, directions, generating meals).
  • Enter client’s information into the database, ensure accuracy when entering data, review and close files as needed and uphold industry standards.
  • Send out new client packages.
  • Communicate with the Food Services Supervisor about any changes to meal plans or dietary needs.
  • Prepare and submit the daily orders for standard meals within specified timelines.
  • Ensure follow-up is completed and recorded daily with all meal clients not home at time of delivery.
  • Print route sheets for volunteers.
  • Provide optimal customer service and professionalism when assisting clients. Keep accurate records of all requests.
  • Keep records of communications with volunteers.
  • Follow “Not Home” protocols and ensure appropriate documentation, escalation and follow-ups are completed. Notify Program Manager of any escalated issues.

Transportation

• • Receive intakes, schedule volunteers, and accept payment for ride tickets.
  • Maintain accurate volunteer records including but not limited to total number of trips completed, restrictions, vehicle descriptions, incidents and availability.
  • Provide optimal customer service and professionalism when assisting clients. Keep accurate records of all requests.
  • Keep records of communications with volunteers.
  • Follow “Not Home” protocols and ensure appropriate documentation, escalation and follow-ups are completed.
  • Notify Program Manager of any escalated issues.

Reception

• Greet and sign in Veiner Center members.
• Offer and conduct tours of the Veiner Centre.
• Answer any in-person questions.
• Answer telephone calls or emails and direct them as required.
• Process and accept payments for memberships, classes or rentals.
• Take appointment bookings and registrations for programs.
• Complete financial reconciliation at days end.
• Operate the photocopier as requested.
• Alert staff when their client arrives.

Administration

• Cross train in MOW, Transportation, Active Aging and Reception to staff if vacation coverage or sick leave is needed.
• Provide vacation coverage and other related duties as assigned.
• Support the Program Manager in areas of volunteer training, data entry, security and background checks, and compilation of the volunteer manual.
• Responsible for ensuring excellent customer service, being proactive in identifying problems, and able to multi-task.
• Maintain confidentiality in client and Unison Assembly business. Wear attire appropriate to the position.

Experience gained and skills learned:

The youth will have the opportunity to learn the following hard and soft skills:

Hard skills:

• • Computer Proficiency (Intermediate level)
  • Word processing
  • Excel spreadsheets
  • Outlook
  • Teams/SharePoint
  • PowerPoint
  • Canva
  • Zoom and other networking platforms.
  • Serve Tracker – Meals on Wheels database
  • Home Base – volunteer database

Soft Skills

• Communication skills
• Work as a team within the organization and within the community.
• Good administration skills including time management, detail oriented and organized.
• Strong written and verbal skills
• Able to work independently and show initiative.
• Comfortable presenting in front of people
• Nonjudgmental/empathetic
• Facilitation skills
• Knowledge of local, provincial, and federal resources for seniors

Qualifications Required:

Applicants should meet the following criteria to be eligible for the Canada Summer Jobs program:

• • Age between 15 to 30 years
  • Be a Canadian citizen or Permanent Resident (International students are not eligible)

Competencies:

• Work as a team within the organization and within the community.
• Good administration skills including time management, detail oriented and organized.
• Strong written and verbal skills
• Able to work independently and show initiative.
• Nonjudgmental/empathetic

Computer Proficiency (Intermediate level)

• Word processing
• Excel spreadsheets
• Outlook
• Teams/SharePoint
• PowerPoint
• Canva
• Zoom and other networking platforms.

Working Conditions

Summer youth are required to work 8 weeks, 35 hour/week. Hours will be 8am to 4pm or 8:30am to 4:30pm including a one hour of unpaid lunch break.

How to Apply
Please submit your resume to careers@unisonalberta.com

Unison is an equal opportunity employer. All applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.